Executive Assistant, Oakland

Executive Assistant

The Executive Assistant supports the major goals of the EVP&T in efforts to operate the University. The EVP&T leads the Business Affairs Division which includes Finance, Facilities, Information Technology, Office of People&Culture, Risk Management, Compliance,&Procurement. EVP&T Support - 50% Be accessible to the EVP&T, the Business Affairs Division, campus community, the President's Cabinet&the Board members as needed. Be completely confidential on behalf of the University, the Board of Regents, the EVP&T's Office. Be protective of the Office of the EVP&T of its reputation, integrity, ethics,&honour on behalf of the University. Be a conduit for the EVP&T's Office&President's Cabinet members, Business Affairs, Leadership, key University external partners,&students. Help the University fulfil its mission by maintaining high stars of excellence, ethics, integrity, honesty,&professionalism in all key responsibilities of the Business Affairs Division. Apply the principles of continuous quality improvement, which includes working cooperatively with colleagues&projecting a service orientation towards all. Interact with all members of the University community. Impart accurate information&direction to staff, faculty, students,&to external individuals&organizations in a courteous, professional,&facilitative manner. Alert the EVP&T of meetings&activities&provide the EVP&T with necessary information&lead time to various places on time. Requests to support other key direct reports of the EVP&T may occur. Arrange EVP&T's travels&community engagement activities&process necessary administrative paperwork&reimbursements in a timely fashion. Interpret requests&assist in compliance as appropriate. Provide information&take necessary actions in a timely manner. Always perform in a calm&professional manner, especially during crisis or emergencies. Operations&Office support - 50% Anticipate the needs, coordinate the activities, alert the EVP&T with upcoming events, meetings&activities, carry out policies,&implement decisions for the EVP&T in an effective, efficient, professional, respectful,&facilitative manner. Gather data&prepare slide decks&reports for meetings such as Board of Regents&various key committees&task forces commissioned by the EVP&T. Coordinate&plan logistics for various meetings&events. Schedule appointments, maintain accurate calendars of setting appointments&special meetings,&establish appointment priorities. Keep all concerned informed of pending activities pertaining to them&keep them immediately apprised of meeting&calendar changes. Participate in EVP&T's staff meetings, take meeting notes, complete meeting minutes, track&follow up with projects assigned to key stakeholders. Participate in&support committees&other activities assigned by the EVP&T. Review&summarize contents of incoming materials. Read&draw attention to important information or potential conflicts. Ensure that requests for action, or information, are relayed to the EVP&T or appropriate staff. Proofread carefully all outgoing correspondence to ensure professionalism prior to signature. Maintain basic communication packages for the University; oversees the appropriate use of SMU Style Manual in written materials produced within the University. Develop&maintain records management system to assure fast retrieval of needed information&protection of vital records. Skills: Five to six years of broad experience in a position of increased responsibility in an academic environment preferred Experience in an executive assistant role at the dean or higher-level preferred Present oneself both in manner&image that fit for the professional setting. Be always courteous&act professionally. Be able to function independently&reliably. Be able to uphold the utmost integrity, honesty&work ethics. Excellent Communication skills, both oral&written. Knowledge of University organizational structure, programs&activities, policies&procedures for effective evaluation of the propriety of proposed transactions&their potential impact on university interests; for provision of useful advice to others on means of accomplishing their operational goals;&for locating sources of relevant information. Proficiency&effectiveness in the use of latest office technology&management tools, including but not limited to MS TEAMS, Zoom, Outlook, PowerPoint, Windows 365, Excel, Word,&Access. Ability to analyse&interpret documents, contracts, data, policies,®ulations, which are complex in content, syntax,&expression. Ability to write concise, logical&accurate materials. Knowledge of the mechanics of written English (e.g., grammar, punctuation, spelling)&ability to apply such knowledge consistently&effectively so that documents, whether produced by the incumbent or others are proofread&edited to ensure that they are mechanically correct. Ability to analyse complex problems or information in an objective manner&derive logical conclusions to provide a sound basis for establishment of priorities, selection of appropriate courses of action for pursuit or recommendations to others&resolve conflicts. Ability to organize work effectively to achieve timely progress on multiple simultaneous tasks; under the directive of the EVP&T, meet deadlines; be results-oriented;&maintain a high level of productivity&quality of work. Ability to exercise tact&diplomacy in dealing with others to secure necessary information&cooperation from a variety of people&enable the incumbent to conduct effective negotiations, resolve disagreements&conflicts. Education: Bachelor's degree required. Master's degree preferred, or a combination of education&experience.